End of Year Closing Info

All Shepherd University Residence Halls will close on Saturday, May 3 at 10am. Make sure to check out of your room in person with a Residence Life staff member by Saturday, May 3 at 10:00am. Not checking out with a staff member will result in a $25 improper checkout fee and inability to appeal damage billing.

Step 1: Get your room ready

Cleaning

Clean bathroom, sink & flush toilet.
Throw away trash & food
Take all trash to the dumpster outside.
Vacuum or sweep floors & wipe surfaces.
Check behind dressers, bed, and desk to ensure the room is fully clean

Close Up

Unplug everything from outlets except fridges
Close and lock all windows.
Lower window blinds with slats open.
Set room temp to heat & 68 degrees.
Empty Dehumidifier (if applicable)
Report any maintenance concerns via our Work Order Request System.

Pack up

Remove ALL your belongings from your room (students will be billed for items left in the room)
Double-check all drawers & closets for belongings.
You cannot return to your room after the halls close on Saturday, May 3 at 10am.

Step 2: Checkout with an RA

Staff will be available for checkouts Monday-Friday from 10 AM to 10 PM and Saturday from 8 AM to 10 AM. Please note that checkouts will not be conducted outside of these hours. Additionally, all belongings must be removed from your room before a checkout can occur. Failure to do so will result in the RA being unable to complete your checkout. When you are ready, call the RA duty phone or find an RA at the front desk. After contacting an RA, please wait by your room until they arrive. Note: If you live in Potomac Place or West Woods, return your bedroom key if issued.

Button to Call Shaw and Miller Hall RA on Duty (304-671-2072)

Button to Call Thacher Hall RA on Duty (304-671-2312)

Button to Call Potomac Place RA on Duty (304-671-0547)

Button to Call West Woods RA on Duty (304-671-6967)

Button to Call Dunlop and Printz RA on Duty (304-671-4606)

Room & Damage Billing

Rooms will be inspected in two phases. First, when you checkout with a staff member, they will verify that your room is empty and generally cleaned before you leave. Second, once all roommates have checked out, the RA and Hall Director will conduct a more thorough inspection for damages. If inspections reveal (1) damages not previously noted, (2) excessive mess and dirty conditions, and/or (3) abandoned belongings or trash, residents will be billed for repairs and/or disposal. When damages are not readily apparent, billing will be split among all room, suite, or apartment occupants. A resident may take responsibility for a charge and have it removed from their roommates. Damage billing charges may only be appealed if you have checked with a staff member in person unless otherwise approved by the Office of Residence Life.

Avoid the Headache of Billing:

Take ALL trash to a dumpster before checking out
Halls will have access to additional large dumpsters during the last two weeks of the semester
Don’t leave any belongings behind — toss or donate anything you no longer want
Let an RA know about any new damages to your room
If you live in Potomac Place or West Woods, return your bedroom key if you received one

Have items to Donate?

Residence Life, in partnership with our campus closet and pantry, will be accepting items for donation. During finals week, donations can be placed in the blue donation bins located in the hall’s lobby. Items that would be particularly helpful to donate include:

Clothing, shoes, & accessories
Non-Perishable food items
Unused school supplies (Pens, Pencils, Notebooks, etc.)
Cleaning Supplies (Multi-Surface Cleaners, Cleaning Wipes, etc.)

Need to Stay Later?

If you need to stay past May 3 at 10am, please log onto the Good Living Portal and submit the Extended Stay Request Form by April 30. Extended stays unrelated to academic or athletic commitments will incur a housing fee of $25 per day, contingent on prior approval from the Residence Life Office.

Have Questions?

If you have questions regarding the spring break closing, please do not hesitate to contact your Resident Assistant (RA), email your Hall Director, or contact the Residence Life Office directly.